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Patient Management Overview

The Patient Management item in the left-hand menu of the Staff Portal is where you organise patients into groups, manage any self-sign-up workflows that require verification or approval before access is granted, and manage patients who have been archived. It expands into four areas: Patient Groups, Pending Patients, Unverified Patients, and Archived Patients. (The full list of your Organisation's patients lives in Patient List, a separate item in the left-hand menu.)

📁 The Four Areas

🗂️ Patient Groups

This tab allows you to view and manage all of your Organisation's Patient Groups.

  • Each group can have its own content, assigned Team Members, Bookable Providers, notifications, and more
  • You can create new Patient Groups, edit configurations, and assign patients as needed

📘 For more information, see: Intro to Patient Groups

⏳ Pending Patients

This tab is only visible if your Organisation allows patients to self-sign up 📝 and a Patient Group has "Manually approve self-created Patient accounts before access is allowed" ticked in its Edit Patient Group modal.

When a patient creates an account via self-sign-up for one of those groups, their record appears here in the Pending state. Admins or authorised Team Members can click ✅ Approve to activate the patient's account.

Once approved:

  • The patient receives an email notification 📩 confirming their account has been activated
  • They can then log in and begin using the platform

💡 This helps Organisations maintain control over who gains access to the platform — particularly useful for clinics with specific intake requirements or eligibility criteria.

❓ Unverified Patients

This tab lists self-registered patients who haven't yet completed email verification. For each record you can:

  • Verify the patient manually, or
  • Delete the record (for example, a duplicate or abandoned sign-up)

Patients who didn't finish verifying can also re-verify themselves and complete their signup later — so a record sitting here isn't necessarily lost.

🗄️ Archived Patients

This tab lists patients who have been archived, typically because they've finished with your service. Archived patients can't log in to the Patient App or Patient Web Portal, and no longer appear in the Patient List or in dropdowns across the Staff Portal. You can still open an archived patient's profile from here — what you can see follows your usual permissions.

To reinstate a patient, click the ••• action button on their record and select Unarchive. This restores their access and returns them to the Patient List.

📘 For more information, see: Archiving and Unarchiving Patients

Next step: ➡️ See Patient Self Sign-Up / Account Creation for the full picture of how self-registered patients move through verification and approval.